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Oregon Health Authority

Eligibility to Order Vital Records

Access to a vital record is restricted for a set period after the date of the vital event: 100 years for birth and 50 years for all other records.

For these records, applicants must prove they are legally eligible to order certified copies.

If you are applying for a certified copy of a vital record:

  • You must be at least 18 years old (15 for your own birth certificate) or an emancipated minor.
  • Identification documents (ID) are required. See acceptable proof options below.
  • If the name on your ID is different than the name listed on the certificate or eligibility document you provide, you may be asked to submit documentation of a legal name change such as a copy of your marriage certificate, a court ordered name change or other legal documents to show the name changing.


NOTE: Submitting the court-ordered name change document to prove eligibility does not change the information on the record, it simply provides the proof of eligibility to receive a certificate as it is currently registered within our system.

​If submitting your order online or by phone, you will use your date of birth and name to generate a quiz to screen your identity. If you fail the identity check, you must provide a copy of acceptable proof of ID.​ 


If submitting your order in person, you will use your date of birth and name to generate a quiz to screen your identity. You must provide acceptable proof of ID when receiving your order.


​​Acceptable Proof of ID​

​If submitting your order by mail or drop box, provide a copy of acceptable proof of ID with your order form.

​Important:​​

  • Words must be legible and photo must be clear.

  • Expired documents are not acceptable.

Any ​ONE ​of the following documents are acceptable:
​

  1. ​Current, valid driver's license, permit, or ID card.

  2. Current, valid passport or passport card with photo.

  3. Tribal Membership or ID card with photo and address  ​(without photo accepted as one of three pieces of ID).
    ​​
  4. US Armed Services ID Card with photo.

  5. Current student body card with name and photo (high school students only).

  6. Consulate Card (Matrícula Consular) with photo and address.

  7. Citizen ID with photo.

  8. Permanent Resident Card with photo.
    ​
  9. State or federal government ID badge with photo.

OR...
​

Any THREE of the following documents, as long as at least one shows your current​ address:

  1. ​​Selective Service Card or military discharge paper (must be original).

  2. US Immigration or naturalization papers.

  3. Concealed weapon permit with photo.

  4. Official papers issued by courts of record which include date of birth.

  5. Official corrections department or parole papers showing date of birth and full name.

  6. Vehicle registration or title.

  7. Personalized check or savings account passbook.

  8. Monthly banking or mortgage account statement (Document must be no more than 30 days old).

  9. Pistol or firearms permit.

  10. State hunting or fishing license.

  11. Recent utility or other bill with current address (Document must be no more than 30 days old).

  12. Recent paycheck stub or paycheck (official company type only). (Document must be no more than 30 days old.)

  13. Company identification card.

  14. Voter registration card issued by a county elections department.

  15. Valid food stamp, welfare, or unemployment identification.

  16. Medical or hospital insurance card.

  17. Tax statements – W-2 forms, etc.

  18. Auto insurance policy.

  19. Union membership card.

  20. Rental Agreement that displays the rental property header/logo, is the current property of ​​​residence, is signed by the property manager, and shows that ID verification has taken place.​

If​ there are differences between information provided and information on the record, or questions about the validity of any document, staff are authorized to request additional information or documents.

A printable version of the identifying documents list is available in both ​​English and Spanish.

See each record type below for a detailed listing of who is eligible to apply for that record and what documents may be required to prove eligibility.
If you are not eligible:
You may submit notarized written permission from someone who is eligible.
Oregon Vital Records has created a form that allows someone who is eligible for a vital record certificate to grant permission to order or pick up a certificate to someone who is not eligible. 
The form must be notarized and should accompany the order form. 

user-check-solid (1).svg Birth Certificate Eligibility

This information will help you determine which document is best to prove your eligibility to obtain a certified copy of a birth record based on your relationship to the person named on the certificate (the registrant).
This does not cover every situation.

A printable version is available: Birth and Death Eligibility Tool

​Self:

If the name on your ID matches the name of the child and you are at least 15 years old, nothing else is required. If not, you will be asked to submit documentation of a legal name change such as a copy of your marriage certificate, a court ordered name change, or other legal documents to show the name changing.​​​

​Parent:

If the name on your ID matches one of the parents named on the certificate, nothing else is required.


Stepparent:

If the child is under 18 years of age and you are still married to the parent on the certificate, you will need a state-issued marriage or domestic partnership certificate (not a commemorative certificate, but a legal vital record certificate from the state) AND another recent document that names both you and your spouse and is dated within 30 days of your date of application. 

Examples of the second document can include a joint utility or mortgage bill, bank statement, or tax filing. A marriage certificate cannot be used as the only evidence that you are the current spouse because it only proves that you were once married. 

Otherwise, you are not eligible unless you can prove eligibility as an Authorized Representative.


Grandparent:

A copy of your child’s birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required.​​

​Child:

A copy of your birth certificate that names the child named on the certificate as your parent is required


Grandchild:

A copy of your birth certificate AND a copy of your parent’s birth certificate that names the child as a parent is required.​

​

Sibling:

A copy of your birth certificate that shows a shared parent with the child is required.​

Spouse / Registered Domestic Partner:​

A copy of your state-issued marriage or domestic partnership certificate (not a commemorative certificate, but a legal vital record certificate from the state) is required.​

Legal Guardia​n:

A valid copy of court guardianship papers naming you as legal guardian of the child is required.​


Legal Representative:

​"Legal representative" means a licensed attorney representing the registrant or other qualified applicant. ORS 432.005(21).

​

A valid copy of court records or legal documentation that authorizes you to act on behalf of the child or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the child is required.

​

If you are representing another person,​ documents that prove their eligibility will also be required.

​

Authorized Representative:

A notarized document that authorizes you to act on behalf of the child or another eligible person is required. A standard permission form that can be notarized is accessible in English and Spanish and should accompany the order form.

​

A Power of Attorney that authorizes you to act on behalf of the child or another eligible person is also acceptable.


If you are representing another person, documents that prove their eligibility will also be​ ​equired.​​

Government Agency:

"Government Agency" means a unit of federal, state, local or tribal government.​ORS 432.005(12).

​

An ID card issued by your government agency that contains your full name and photograph is required and either:​


​​a. ​​A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,​​​


OR


​​b. A valid copy of court records or legal documentation that authorizes you to act on behalf of the child or another eligible person.​​​

Other Family:

Aunt/Uncle, Niece/Nephew, Cousin, Stepchild, Stepsibling.

You are not eligible unless you can prove eligibility through another relationship listed above ​such as a Legal Guardian or ​Authorized Representative.

​

Ex-spouse, ex- or un-registered domestic partner, romantic partner, fiancée, common-la​​w spouse:​

You are not eligible unless you can prove eligibility through another relationship​ listed above such ​as an Authorized Representative.

For more information, see ORS 432.380(2)(c)(B)(ii).
See below for information about Eligibility Requirements for Commemorative Stillbirth, Fetal Death and Preadoption Certificates.

user-check-solid (1).svg Death Certificate Eligibility

This information will help you determine which document is best to prove your eligibility to obtain a certified copy of a death record based on your relationship to the person named on the certificate (the decedent).
This does not cover every situation. 

A printable version is available: Birth and Death Eligibility Tool

Parent:

​If the name on your ID matches one of the parents named on the certificate, nothing else is required.​

Stepparent:​

If the decedent was under 18 years of age and you are still married to the parent on the certificate, you will need a state-issued marriage or domestic partnership certificate (not a commemorative certificate, but a legal vital record certificate from the state) AND another recent document that names both you​​ and your spouse and is dated within 30 days of your date of application.

Examples of the second document can include a joint utility or mortgage bill, bank statement, or tax filing. A marriage certificate cannot be used as the only evidence that you are the current spouse because it only proves that you were once married. Otherwise, you are not eligible unless you can prove eligibility as an Authorized Representative or through a Property Right.

Grandparent: 

A copy of your child's birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required.​ If the certificate does not name any parents​,​ a copy of your grandchild's birth certificate is also required.​​

​Child: 

Biological or adopted: A copy of your birth certificate that names the decedent as your parent is required.


Grandchild: 

A copy of your birth certificate AND a copy of your parent’​s birth certificate that names the decedent as a parent is required.

Sibling: 

A copy of your birth certificate that shows a shared parent with the decedent is required.​

Spouse / Registered Domestic Partner: 

If your current legal name matches the name of the spouse on the certificate you are ordering, nothing else is required.

If not, you may be asked to submit doc​u​mentation​ of a legal name change such as a court ordered name change or other legal documents to show that you are the spouse named on the certificate. A marriage certificate cannot typically be used as the only evidence that you are the current spouse because it only proves that you were once married.

If you are not the spouse named on the certificate, you are not eligible to order unless you can prove eligibility as an Authorized Representative or through a Property Right.​

Legal Guardian:

A valid copy of court guardianship papers naming you as legal guardian of the decedent immediately before death is required.


Legal Representative:

“Legal representative” means a licensed attorney representing the decedent or other qualified applicant. ORS 432.005(21).

A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the decedent is required.​

If you are representing another person, documents that prove their eligibility will also be required.

​Authorized Representative:

“Authorized representative” means an agent designated in a written statement signed by the decedent or other qualified applicant, the signing of which was witnessed ORS 432.005(3).

Includes court-assigned estate administrators, trust fund administrators, and those with notarized permission from eligible parties.

A notarized document that authorizes you to act on behalf of the decedent or another eligible person is required. A standard permission form that can be notarized is accessible in English and Spanish and should accompany the order form.

A Power of Attorney that authorizes you to act on behalf of another eligible person is also acceptable, but a Power of Attorney for the decedent is not.

If you are representing another person, documents that prove their eligibility will also be required.​​

​Government Agency:

“Government agency" means a unit of federal, state, local or tribal government. ORS 432.005(12).

An ID card issued by your government agency that contains your full name and photograph is required and either:

  • A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,

    OR

  • A valid copy of court records or legal documentation that authorizes you to act on behalf of the decedent or another eligible person.​

​Funeral Service Practitioner:

If you are staff for the funeral establishment named on the requested certificate, only ID is required.​​

​Person in charge of disposition: 

See ORS 97.130.


Documents should include the names of the decedent and the applicant. Common examples include authorizations for disposition completed at a funeral home and funeral home invoices.​


Property Right: 

Person with a property or personal right in need of protection.


In all cases:

Documents should include the names of the decedent and the applicant, and whenever possible should be dated within 30 days of the date of this application, on official letterhead of the issuing organization. 

Only the Short Form Death Certificate (without cause of death) will be issued unless the property right requires cause of death information (such as life insurance beneficiaries).
​

Common examples include court documents, account statements, bills of sale, car or mortgage titles, contracts, loans, official req​u​ests from insurance or financial companies for documentation of death, and notices from the Social Security Administration or Veteran’s Affairs regarding survivor’s benefits.

See below for some specific examples:

Person with a joint bank or investment account: An account statement naming you and the decedent is required. You are only eligible for a Short Form Death Certificate.


Person with a joint mortgage:

Joint mortgage documents naming you and the decedent are required. You are only eligible for a Short Form Death Certificate.


Beneficiary or owner of an insurance policy:

Insurance documentation naming you as beneficiary or policy owner of the decedent’s life insurance is required.

Survivor entitled to SSA or VA benefits:

If you were the spouse at the time of death, see Spouse/Registered Domestic Partner. If not, a letter from the SSA or VA naming you as eligible for the decedent’s death benefits is required; also see below.

VA employee applying on behalf of an eligible survivor: 

See Government Agency. VA benefits require a Long Form Death Certificate.


Title insurer or title insurance agent:

An official document or letter from your organization that authorizes you as the title insurer or title insurance agent handling a transaction pertaining to the decedent is required. You are only eligible for a Short Form Death Certificate.​​

​Other Family:

Aunt/Uncle, Niece/Nephew, Cousin, Ste​pchild, Stepsibling.

​You are not eligible unless you can prove eligibility through another relationship​ listed above such as an Authorized Representative or through a Property Right.


​Unwed Partner:

Ex-spouse, ex- or un-registered domestic partner, romantic partner, fiancée, common-law spouse.

You are not eligible unless you can prove eligibility through another relationship listed above as an Authorized Representative or through a Property Right.

​Next of kin:

Spouse, child, parent, sibling, legal guardian, representative of the estate, or representative named in the will. OAR 333-011-0300(1)(a).​

See:

Parent, Child, Sibling, Spouse/Registered Domestic Partner, Legal Guardian, Legal Representative, or Authorized Representative.


Informant: 

You are not eligible for this certificate unless you can prove eligibility through another relationship listed here.​

For more information, see ORS 432.380(2)(c)(B)(iii).

certificate-solid.svg Marriage, Oregon Registered Domestic Partnership, Divorce and Dissolution Certificate Eligibility

This information will help you determine which document is best to prove your eligibility to obtain a certified copy of these vital records based on your relationship to the person(s) named on the certificate.

Marriage / ORDP / Divorce / Dissolution Eligibility Tool

Self:

A person named on the certificate.

If the name on your ID matches the name of one of the parties named on the certificate, nothing else is required. If not, you will be asked to submit documentation of a legal name change such as a court ordered name change or other legal documents where the names match.​

Parent: 

If the name on your ID matches one of the parents named on the certificate, nothing else is required. If the certificate does not name any parents, a copy of your child’s birth certificate that names you as a parent and who is named as a party on the certificate you are requesting is required.​


Stepparent:

You are not eligible unless you can prove eligibility as an Authorized Representative. 

Grandparent:

A copy of your child's birth certificate that names you as a parent and who is named as a parent on the certificate you are requesting is required.​ If the certificate does not name any parents​,​ a copy of your grandchild's birth certificate is also required.​​​​


Child:

Biological or adopted.

​A copy of your birth certificate that names one of the parties as a parent is required. 

Grandchild:

A copy of your birth certificate AND a copy of your parent's birth certificate that names a party on the certificate you are requesting is required.

Sibling:

A copy of your birth certificate that shows a shared parent with one of the parties is required.​

Spouse / Registered Domestic Partner: 

If the name on your ID matches the name of one of the parties named in the certificate, nothing else is required. If not, you may be asked to submit documentation of a legal name change such as a court ordered name change or other legal documents where the names match.​

​Legal Guardian:

A valid copy of court guardianship papers naming you as legal guardian of the party is required.

Legal Representative:

“Legal representative" means a licensed attorney representing the decedent or other qualified applicant. ORS 432.005(21). 

A valid copy of court records or legal documentation that authorizes you to act on behalf of a party named in the certificate or another eligible person OR a statement on company letterhead explaining who you represent and their relationship to the party is required.

If you are representing another person, documents that prove their eligibility will also be required. 

Authorized Representative:

“Authorized representative" means an agent designated in a written statement signed by the decedent or ​other qualified applicant, the signing of which was witnessed. ORS 432.005(3).  

Includes court-assigned estate administrators, trust fund administrators, and those with notarized permission from eligible parties. 

A notarized document that authorizes you to act on behalf of a party named in the certificate or another eligible person is required. A standard permission form that can be notarized is accessible in English and Spanish and should accompany the order form.

A Power of Attorney that authorizes you to act on behalf of a party named in the certificate or another eligible person is also acceptable. 

If you are representing another person, documents that prove their eligibility will also be required. ​​​​​

Government Agency:

"Government agency" means a unit of federal, sta​te, local or tribal government. ORS 432.005(12). 

An ID card issued by your government agency that contains your full name and photograph is required and either: 

A letter from a government agency (on official letterhead) citing the agency's need for the certificate in order to conduct official duties,

OR

A valid copy of court records or legal documentation that authorizes you to act on behalf of a party named in the certificate or another eligible person. ​

Other Family:

Aunt/Uncle, Niece/Nephew, Cousin, Stepchild, Stepsibling.
You are not eligible unless you can prove eligibility through another relationship listed above such as an Authorized Representative. 


Other Relationships:

Ex-spouse, ex- or un-registered domestic partner, romantic partner, fiancée, common-law spouse. 

You are not eligible unless you can prove eligibility through another relationship​ listed above such as an Authorized Representative. 



certificate-solid.svgCommemorative Certificate of Stillbirth and Certificate of Fetal Death Eligibility

Eligibility for the Commemorative Certificate of Stillbirth is for biological parents only. The record must have been filed for a stillbirth that occurred after January 1, 1999. See ORS 432.148(2)(a) for more information.

The following people are eligible to receive a Certified Copy of Fetal Death: Parent, Stepparent, Grandparent, Sibling, Legal Guardian, Authorized Representative, Government Agency, Funeral Service Practitioner, Person in Charge of Disposition, and Legal Representative of a Parent. 
Please see the drop-down sections of the Death Certificate Eligibility portion of the web page for more information about these relationships.

Note: The Legal Representative relationship is for a parent and the following people or categories are NOT eligible for a fetal death certificate. Child, Grandchild, Spouse, Property Rights.
See ORS 432.380(2)(c)(B)(iiii) for more information.

certificate-solid.svgPreadoption Birth Certificate Eligibility

Only the adoptee may order a preadoption birth record. See ORS 432.228 for more information.
  • The adoptee must be 21 years of age and must be born in Oregon.